Catering 101: 10 tips on how to choose a caterer

Before you start looking for a caterer, you need to define your budget. As in any other industry, catering companies come cater to different markets and come at a different price. You don’t want to waste your time on a catering company that you won’t be able to afford.  Nor do you want to settle for a take-out down the street, if you have the budget for something a bit more sophisticated.

2.       Do your homework

The catering business is very competitive. There are a lot of catering companies with their own specialties. Invest some time to search through the caterers in your area to locate the ones that you think might work for your event. Look through their websites, menu options, services, and prices. You will be able to get a sense of what the company is all about. Ask your friends, family members, colleagues – most likely some of them used catering services in the past and might have some recommendations for you. There’s nothing better than a referral from someone you know and trust.

3.       Compare apples to apples

Different catering companies set their prices differently. Some tend to have a basic price posted and all “bells and whistles” will be extra. Others will operate on an inclusive basis.  When going through the menus, make sure that you compare apples to apples. Don’t be fooled by low prices. If it sounds too good to be true – it probably is. Make sure that you compare the food of the same quality, the same portion sizes and similar inclusions in the price.  

4.       Schedule an appointment

Any respected catering company should offer you a complimentary consultation to discuss your particular needs and requirements. This is a good opportunity to get the feel of the company and people you will be dealing with. You will get an idea of the level of knowledge and expertise they provide and how comfortable you are dealing with them.

5.       Sample the food

It is pretty obvious - before spending $20,000 on your wedding reception, you want to make sure that the food is what you expect.  Different catering companies might have different policies when it comes to food tastings. Some caterers will charge you a nominal fee; others will do it for free. If you have made a commitment to the catering company, the tasting should be free and offer 3 – 4 options to try.

6.       Check references

There’s nothing wrong about asking a catering company for references. They might sound great and look professional, but you don’t want your wedding reception to be the first one they cater. It is also a good idea to read through their clients reviews – and not just on the company website but in other sources as well. Yelp.com is always a great tool. Do you home work, read about the caterer you consider doing business with.

7.       Understand the contract

When reviewing a contract, make sure you read and understand terms and conditions. There are 3 main questions you need to ask:

1) Payment schedule. Most caterers will ask you for a deposit.  It might be a fixed amount or a percentage of the total invoice. Sometimes they will charge another portion 2 weeks prior to the event, and the remaining balance the day of the function.

2) Cancellation policy. What happens if your need to cancel your event? Usually it’s a sliding scale and the cancellation fee will den how close to the event date the cancellation occurs. Be very clear of the cancellation policy and get everything in writing.  

3) Cut-off date for changes. When is cut-off date for making the changes to the menu and number of guests? Normally a catering company will require all the information 72 hours prior to the event.  At that time you will have to provide them with “a guaranteed number of guests”.  You won’t be able to decrease the number of guests or make any adjustments to the menu.

8.     Be aware of the extra charges

Being aware of the real price for the catering services is extremely important. That’s where you can get yourself in trouble. First of all, you need to know about all mandatory fees, such as taxes and gratuities. You also need to know what is included in your catering company services. If you are planning a sit down dinner, you will need service staff (usually 1 server per 8-10 people).  Normally, it’s not included in the price but that could be a great negotiation tool. Does the dinner price include linens, china and cutlery?  That leads to the next point … 

9.     Inquire about additional services your catering company can provide

Will your catering company arrange flowers for your event? Will they take care of all rental needs – linens, napkins, chair covers, etc? Keep in mind that it might be cheaper to do it yourself though.

10.   Don’t assume.  Ask questions

You don’t want to get on your caterer’s nerve by calling them 5 times a day, but you don’t want to assume things either. It’s better to ask if china and linens are included in the price than make that assumption. Diligent, detailed oriented caterers will appreciate your questions. The more details they know, the easier their job is.

Whatever your event is, choosing the right catering company is an important and often not an easy task. Do your homework, be prepared. Ask the right questions. Be demanding but realistic, reasonable and always professional.